Specs-M&R_Collision_Body_Work_Heavy_Duty_Vehicles_and_Trucks_Over_One_Ton_Capacity.pdf

SPECIFICATIONS

928-47 Maintenance and Repair: Collision Body Work Duty Vehicles & Trucks Over One Ton

Capacity

1.0 SCOPE/INTENT

The City of Newark intends to enter into an agreement/contract with a vendor to provide collision and vehicle body repair services for various makes of heavy-duty vehicles and equipment.

2.0 PERFORMANCE REQUIREMENTS

The successful vendor shall submit a written estimate for vehicle repairs for each vehicle that the

City requests such estimate at no additional charge. The vendor will be requested to physically inspect the vehicle at a City facility. Upon request, the vendor will be permitted to remove the vehicle to its own facility if the extent of damage is such that specialized equipment, lifts, jacks, etc. are required in order to complete the estimate. The most recent edition of the Mitchell Heavy

Duty Crash Estimating Guide shall be used as a guide for the discount or markup percentage for genuine parts as quoted in the bidder's response package as well as the time (hours) required in the replacement of parts and repainting, and will not apply to the repairing of damaged parts or framework. A designated City representative and the vendor shall both review the written estimate, which shall include the total cost of the repairs and the total number or working days to complete the repairs and return the vehicle to the City. Both parties shall agree upon the repairs needed prior to any work being performed. This repair time frame shall commence on the date approval to proceed with the repairs is given by the City. The repair time frame shall determine the completion date of the repair, which includes the return of the vehicle to the City.

The successful bidder will be required to submit, within seven (7) working days of the request by the City, the written estimate of the total repair cost, showing parts and labor required to repair any heavy-duty vehicle involved in an accident. Only upon written approval by an authorized City representative shall the vendor commence with the repairs. Under no conditions shall payment for such repairs be made in an amount in EXCESS of that which is quoted in the original, or a subsequently revised and approved, written estimate.

The City reserves the right to initiate a separate repair estimate through a private appraisal firm.

This firm shall compare its estimate (based on the vendor's labor rates and parts discounts under this contract) with the vendor's estimate before the repairs have commenced, and reconcile any differences with the vendor with respect to the scope of repairs needed, method of repair and/or labor hours required. Both the appraisal firm and the vendor shall agree upon the repairs needed prior to any work being performed.

2.1 All prospective vendors must possess a current Auto Body Repair License issued by the State of

New Jersey. The bidder will be required to submit a copy of said license certificate bearing a legible license number with this bid response package.

2.2 All work under this contract is expected to be performed directly by the successful bidder.

Subletting of certain specialized services to a third party is permitted; however, the majority of the repair services performed on any particular vehicle or item of equipment must be performed by the bidder.

2.3 Time Limit

The repair time frame as indicated in the written estimates as approved by the City shall be adhered to by the vendor. It is assumed that repairs will be completed within 45 calendar days after approval to proceed with the repairs is granted by the City. If additional time is needed beyond that stipulated in the original written estimate, or as a result of additional repairs needs not discovered during the original inspection/estimate process, the authorized City representative must be contacted immediately by the vendor prior to the expiration of the expected completion date and notified as to the reasons therefore. These reasons must be legitimate and must be able to be justified by the vendor. If additional repairs are required, the vendor must submit to the City a supplemental written estimate and include a revised time frame for completion of the repairs and return of the vehicle to the City. The vendor's facility must be capable of handling at least five (5) vehicles at one time.

2.4 Shop and yard space is to be enclosed by an eight-foot fence and have security measures in place to satisfactorily protect vehicles belonging to the City of Newark.

2.5 Bidder's body shop shall be fully equipped with all tools, gauges and equipment needed to perform bodywork, framework, fender work and repairing.

2.6 The successful bidder shall furnish all labor, material, equipment, tools and all other necessary items to accomplish the required services for a full and complete job as specified.

2.7 The vendor must clearly designate on the written repair estimate submitted to the City whether genuine, aftermarket or used parts are to be utilized. The final invoice must also clearly designate the types of parts utilized.

2.8 Bidder's Requirement

2.8.1 Vendors must be capable of handling all types of collision repairs for a variety of makes and types of heavy-duty vehicles including, but not limited to: GMC; Ford; Autocar; Crane

Carrier Corp; O&K Trojan/Fiat Allis bucket loaders; Mobil Athey motor broom; Volvo White

Chassis; Pak-Mor or Leach packer bodies, or dump bodies; Emergency One aerial and pumper apparatus; Federal aerial and pumper apparatus; and International.

2.8.2 Vendors must be capable of straightening all types of uni-body, such chassis or other types of heavy-duty truck frames. Vendor must have a complete wheel alignment machine as well.

2.8.3 Vendor must have a spray booth capable of handling all types and sizes of trucks. The spray booth must comply with all OSHA, fire and City regulations, if applicable.

2.8.4 Vendor must be capable of sandblasting all types of vehicles.

2.8.5 Vendor must have the latest welding equipment. This will include MIG, TIG, panel spot welders and plasma cutter.

2.8.6 Vendor must have exhaust and air cleaning systems throughout their shop to meet OSHA and City fire codes.

2.9 Repainting of Vehicles

This specification covers the requirements for painting of vehicles.

2.9.1 The materials, workmanship and services shall be in accordance with the latest information authorized herein.

2.9.2 The quality of the material used and the method of preparation, application and delivery shall be as to insure for the finished product the properties hereinafter specified.

2.9.3 No deviation from this specification shall be made without the formal approval of the City of Newark. The vendor shall certify that all items and services furnished conform to this specification and will replace or repair without cost all items that fail to meet the following requirements.

2.9.4 Where dimensions are given in the specification without specific tolerances, or where no dimensions are given, the tolerances and dimensions shown on the specification drawings, or permitted by good shop practices shall be considered acceptable.

2.9.5 Where work samples in accordance with this specification are requested for examination and approval, no commitments which obligate the purchaser shall be made and the vendor shall receive no job part thereof, until such approval is received, unless the vendor is specifically authorized to the contrary. The approval of such work samples shall not be construed as waiving the requirements of this specification in any respect.

2.9.6 Any production testing facilities and personnel required by the City of Newark inspectors at the vendor's plant to determine that the product meets the requirement of this specification, shall be provided by the vendor upon request.

2.9.7 The contractor must be able to provide the items and services described in this specification for the time period and dollar amount as agreed upon in writing with an authorized representative of the City of Newark.

2.9.8 There are four different paint colors associated with the City fleet. They include:

White (DuPont code 93-21667), Blue (DuPont code 6548-1)), Lime Green (DuPont code

6980-U) and Fire Yellow (DuPont Code 7744-U). The vendor will not be required to apply any of the graphics; this will be performed by the City upon satisfactory completion of all repairs.

2.9.9 Unless otherwise specified, the vehicle will be picked up by the vendor at 233

Wilson Avenue, or such other location within the City as may be specified. All services will be provided at the vendor's specific plant location, Upon completion of all repairs, the vehicle must be returned by the vendor to the same City facility within the repair time frame specified in the vendor's original or modified written estimate as approved by the

City.

2.9.10 If no body repairs are required and the vehicle is only to be painted. Then all required painting as specified must be complete in no more than five (5) working days following the release of the vehicle to the vendor.

2.9.11 The specific refinishing work schedule, including the delivery dates and contract completion requirements, will be attached to each individual bid request and contract.

2.9.12 Within forty-eight (48) hours after the return of the repaired vehicle, and authorized inspector from the City will accept the job if completed in compliance with the contract specifications.

2.9.13 The complete service workmanship and material product guarantees shall be as follows: the painting shall be required to be free of any of the following imperfections, including peeling, cracking, separating, blistering, stretching, runs, sags, pinholes, air bubbles, and other irregularities in surface due to defects in workmanship and/or materials for a period of one year following the approved completion of the job.

2.10 Surface Preparation at Paint Shop

The preparation of the surface to be finished is by far the most important part of the refinishing process. Careful adherence to the steps suggested below will eliminate the larger part of refinished surface failures and will make possible the application of durable attractive paint finishes.

2.10.1 Return Payment Schedule

Period of life remaining in service guarantee: return payment is:

9 — 12 months 100% original cost

6 — 9 months 75% original cost

3 — 6 months 50% original cost

0 — 3 months 25% original cost

The following information is intended to define the general steps required in the refinishing and marking of municipal vehicles. These steps include preliminary and solvent cleaning

— removal of previous markings, rust removal, sanding, masking, metal treatment, priming, and applications of finish coat. The proper refinishing of heavy-duty vehicles and trucks is a complex operation.

An exacting procedure is well worth the effort, since it will provide a most lasting attractive finish. This procedure consists of two parts:

1 . The preparation of the surface

2. The application of the new finish

Existing vehicles should be refinished according to the following specifications, including instructions on how to apply the proper fleet colors. The proper paint configuration diagram must be followed for each different type of vehicle.

2.11 First Cleaning

Clean all painted surfaces with a solution of tri-sodium phosphate. This solution will remove surface dirt and will add in curing the gloss on existing paint. Stronger solutions should not be used, as they damage the bond between existing paint and metal.

2.12 Solvent Cleaning

After the vehicle is completely dry, it should be completely cleaned with the proper solvents to remove all remaining traces of surface level of the existing paint, such that refinishing will adhere properly. For this purpose, the vehicle must be completely cleaned with a low flash point solvent such as DuPont Pre-Sol (#3919). Use clean rags and change rags and solvent frequently. In some special cases, some wax will need to be removed using alcohol. Others, such as silicone waxes, will require special solutions made specifically for this purpose. Complete all solvent cleaning before sanding, or the wax and grease will be ground into the surface and will be extremely difficult to remove with subsequent damage to the finish. In all solvent cleaning operations, use compressed air to positively remove dust and solvent residue from all joints and crevices.

2.13 Remove all Previous Markings

Use a razor blade and/or power sander to remove all existing graphic markings on the vehicle and featheredge the paint around the area to remove the ghosting effect of the old markings showing through the new finish.

2.14 Completely Remove Rust

Rust must be removed from all surfaces to be painted. Check particularly the edges of metal between over-lapping panels and doors and hidden areas that have been exposed. Before painting, the surface must be entirely rust-free. Any trace of rust under the new finish will result in continued corrosion and early failure of the refinished job. Prime with rust resistant primer. To remove rust use the following tools:

1. Power driven rotary wire brush.

This will remove rust from crevices and close places as well as flat areas.

2. Power driven sander.

This will remove rust from flat and gentle curving surfaces.

2.15 Sanding and Featheredge

Determine whether the existing paint is well bonded to the metal. This existing finish should be removed only where it is scaling, blistered or otherwise unsatisfactory. If it possesses good adhesion to the metal, it will be an excellent undercoat for the new paint after proper cleaning feather edging of chips and scratches. Sand and featheredge the paint around all scratches and bare metal areas, using a random orbit type sander with wet or dry sandpaper. Using this tool, you can do an excellent job quickly and reduce the amount of sanding scratches that often show through a painted surface. Use a scuff pad on areas that are difficult to sand with the orbital sander. Because you are only sanding for adhesive purposes, it is necessary for the vehicle surface glow to be broken, but it is not necessary to sand all the gloss away.

2.16 Mask Trim

Mask parts such as chrome trim, windows, mirrors, exposed gaskets, tired, accessories and other parts not to be painted with masking tape, news and Kraft type papers.

2.17 Remove Sand Dust

Wipe all surfaces with clean rags dampened in appropriate thinner. Additional dust and dirt must be removed with an automotive quality tack rag.

2.18 Treat all Bare Metal

With a surface conditioner of the Crystalline Phosphate type, the final step removes all traces of rust and grease from the pores of the metal and provides the necessary chemical coating for proper adhesion of the finish. In this operation, the surface conditioner manufacturer's instructions must be followed closely.

Spot prime bare metal and patched sections completely with DuPont 100-Multi Purpose Primer.

Keep bare hands off the surface to be finished. This step must be observed throughout the entire finishing procedure. Even though hands may seem clean enough, dirt, grease, oil or perspiration from them may be enough to cause blistering, rust or poor adhesion in the new finish, Wear new cotton gloves for any necessary handling.

2.19 Spray Primer

If the surface has many primed spots, apply one full coat of multi-purpose primer DuPont # 100C, thinned by 100% with reducer.

2.22 Application of the Proper Fleet Finish

Three distinct types of finishes will be found on automotive equipment:

I . Synthetic enamel

2. Epoxy base finishes

3. Lacquer base materials

Often these materials are found to be incompatible. For this reason, obtain advice of your paint manufacturer to make sure that the finishes are made of compatible materials. The manner in which the finish is applied to a properly prepared surface governs the appearance and lasting qualities of the finished job. Best results can be obtained using the quality materials specified, and following the manufacturer's instructions for the use of their materials.

All vehicles, on original paint or refinish, shall receive two complete coats of specified finish material. The final coat of paint shall have film cover of no less than 1.25 mils in thickness. The final film of painted surfaces shall be smooth and uniform, free of grit, streaks, blushing, runs, sagging, blisters, pinholes or other irregularities of surface.

3.0 PRICING

3.1 Labor Cost

The Bidder shall quote on the Price Schedule Sheet a flat hourly rate that will remain firm for the term of the contract period for all repairs. This hourly rate will apply to the full cost of materials and preparation needed to complete the repairs. For each vehicle requiring repairs, an estimate of the total cost based on the hourly labor rate mentioned herein, shall be submitted to the Division of Motors prior to the commencement of the work.

3.2 Parts/Materials/Supplies Costs

The Bidder shall quote on the Price Schedule Sheet a percentage discount and/or markup to be applied to all genuine, aftermarket or used parts/materials/supplies used and provided to complete any repairs under this contract. The percentages quoted will remain firm for the term of the contract period for all repairs.

3.3 Penalty Clause for Late Return of Vehicles

For each working day beyond the completion date provided by the vendor in his original or revised written estimate that the vehicle has not been returned to the City, a penalty of 1 % per day of the total final repair cost for that vehicle shall be deducted from the final payment amount. This penalty shall also apply to any vehicles not accepted by the City as a result of unsatisfactory workmanship, poor quality, or incomplete repairs on the part of the vendor.

3.4

All prices quoted on the Price Schedule Sheet must be firm for the term of the contract. The quote must reflect all of the bidder's costs (labor, materials and supplies, transportation, shipping and handling, etc.) necessary to provide the products specified. Any additional expenses incurred by the bidder that are not included in the prices quoted herein will not be approved by the City.

The selected vendor must submit monthly statements of open invoices and balance.

4.0 NOTES

4.1 Special Note

The City of Newark reserves the right to reject any and all bids not conforming with these specifications. The City of Newark also reserves the right prior to awarding the bid to inspect the vendor's facility to determine if the successful bidder has met all the requirements as outlined in the bid.

4.2 Repair Facility

Bidder's repair facility must be within a reasonable distance of the City of Newark, NJ. The City reserves the right to inspect all facilities before awarding the bid, as well as vehicles in repair, after award of the bid.

4.3 Contract Award

The City reserves the right to make multiple awards. The contract award will be primary vendor

(the first lowest responsible bidder), secondary vendor (the second lowest responsible bidder), a third vendor (the third lowest responsible bidder), etc. If multiple awards are made the City reserves the right to limit the number of vehicles under repair at any given time with a particular vendor to three (3) vehicles.

The vendor awarded the contract may supply the Division of Central Purchasing with two (2) copies of the Mitchell Heavy Duty Crash Estimating Guide, latest edition before the contract is executed. Upon request by the City, the vendor also agrees to make available for inspection copies of any aftermarket catalogs used in preparing estimates or invoices in order to confirm pricing information.

4.4. Warranty

If is found that the materials and/or workmanship is defective as described in the guarantee period, the vendor shall be required to return to the City payment for the period that the job is judged unsatisfactory as per the schedule shown in Section 2.12.1, unless it is agreed upon by the City and the vendor that unsatisfactory work will be replaced or repaired to comply with the original specification, at no cost to the City of Newark. The vendor shall not be responsible for finish,